EVD Task Develop Business Process Procedures

EVD Deliverable Name Business Process Procedures

Document Title Manage and control Contract with down payment
request
Date 17 April 2024
Revision V1.0

Business Process Porcedure 745679564.doc

Table of Contents
1. Document History.................................................................................................1
2. Approvals.............................................................................................................2
3. Executive Summary...............................................................................................3
4. Overview.............................................................................................................4
4.1 Process Information..........................................................................................4
4.2 Trigger............................................................................................................4
4.3 Business Process Description..............................................................................4
4.3.1 Inputs.......................................................................................................4
4.3.2 Outputs.....................................................................................................4
5. Procedural Steps...................................................................................................6
5.1 Access Transaction By:......................................................................................6
5.2 Executing the Transaction..................................................................................6
5.2.1 Screen One................................................................................................6
6. Controls Considerations.........................................................................................9

Business Process Procedure i 745679564.doc

1. Document History
Version Change Description Author Date
Released
1.0 Initial document created

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2. Approvals
The individuals listed below will be required to review and approve this document.

Role/Title Name Signature Date

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3. Executive Summary
This process will explain the tasks to be performed to manage and control the contract to a
third-party, such as check the billing plan, the conditions, contract start and end date
versus the legal document attached to the contract.

The flow of down payment request is mainly dedicated to the year-end billing processes. It
allows the billing agent to issue no real invoices but payment request instead. The real
invoice is issued and sends to the customer after the year-end closing processes.

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4. Overview
4.1 Process Information
Process Transaction Name Role
Validate the billing plan CRM Transaction Billing agent
Display Third-Party Contr. VA43 Billing agent

4.2 Trigger
The process begins with the validation of the billing plan in CRM by the billing agent. After
final validation, the contract will be replicated in ECC for final check.

4.3 Business Process Description

The first step to do is to validate the billing plan in comparison with the legal contract
signed at least by the customer. The billing agent will receive an alert by email for the
incoming new contract or amendment, and will give feedback to the CAM. After final
validation done by CAM, the contract will be replicated in ECC with a billing block. The billing
agent will check the datas described in this Business Process Procedure and remove the
billing block if the billing plan is correct.

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4.3.1 Inputs

Billing plan validation in CRM

Field Name Static Value

To be added

Display Third-Party Contr. B.

Field Name Static Value

Material Generic field that indicates the
material selected by the sales
manager
Billing Plan Type Determines the recurrence and
periodicity of the billing
Start Date Contract start date
End date Contract foresees end date
Dates from Date that re-determines the billing
start date in case of postponed billing
due to free-use period f. ex.
Dates until Date that re-determines the billing
end date in case of postponed billing
due to free-use period f. ex.

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4.3.2 Outputs

Expected Output Description

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5. Procedural Steps
5.1 Access Transaction By:

Via Menus Logistics – Sales and Distribution – Master Data –

Agreements – Contracts - Display
Via Transaction Code VA43

5.2 Executing the Transaction

5.2.1 Screen One

Display Contract: Initial Screen

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 Partner Selection Box

Contract

The system shows the last contract replicated from CRM. Select this contract number or
enter it manually and press Enter or click on the green flag on the left upper side. If the
contract is replicated, the message below will come up:

5.2.1 Screen Two

Display Contract: Overview – Header data

Click on the billing plan button to view the billing datas.

Field Name Description R/ User Action and Values Values

O/C
Third-par. Determines the contract R N/A Contract number is unique
Contr. B. number and is replicated from CRM
Sold-To Customer number R N/A Customer number is
Party replicated from CRM
PO Number Indicates either the R Enter the date in format
Purchase Order or the dd/mm/yyyy
Legal Agreement
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 number

5.2.1 Screen Three

Display Contract: Item Data – Billing plan tab

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Partner Selection Box

BillingPlanType

This function drives the billing frequency. Check the recurrence and the periodicity.

Start date / End date

Indicates the legal dates of contract start and end. It might be different than the billing
dates.

Dates from / until

If the billing date is different than contract start date, these dates will trigger the billing
start and end.

Click on the button conditions to spring in the conditions tab.

5.2.1 Screen Four

Display Contract: Item Data – Conditions

Partner Selection Box

ZIND Calculated index

Indicates the indexation calculation if any foresees in the legal contract.

PI02 Inter-company %

Indicates and calculates the level of percentage to be back-charge to another legal entity
through the intercompany process. See the business process procedure Manage and control
contract with back-to-back process for more details.

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AZWR – Down Pay. /Settlement

Indicates if any down payment process needs to be done. See the business process
procedure of Down Payment Request Settlement for more details.

Click on the green arrow to go back in the item.

5.2.1 Screen Five

Display Contract: Item Data – Account assignment tab

Indicates the relevant profit center and profit segment.

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6. Controls Considerations
Control Point Description
Billing plan validation in The legal contract must be available for validation of the
CRM billing plan.

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